27-0013 As-Needed Tree Planting and Maintenance Services_1.pdf

CITY OF

HENDERSONVILLE

101 MAPLE DRIVE NORTH

HENDERSONVILLE, TN 37075

REQUEST FOR BIDS

PROJECT NAME:

As-Needed Tree Planting and Maintenance Services

ISSUE DATE: September 24, 2026 QUESTIONS DUE: October 9, 2026 AT 1:00 PM

ADDENDUM POSTED (IF NEEDED): October 13, 2026 SUBMITTALS DUE: October 23, 2026 AT 10:00 AM

BID NO. 27-0013

JAMIE CLARY, MAYOR

CITY OF HENDERSONVILLE

PLANNING DEPARTMENT

City of Hendersonville Planning Department

PROJECT NAME:

As-Needed Tree Planting and Maintenance Services

TABLE OF CONTENTS

DESCRIPTION: PAGE NUMBER:

Request for Bids 1 Table of Contents 2 Invitation to Bid 3 Bid Submittal Checklist 4 Bidding Instructions 5-6 General Conditions 7-12 Specifications 13-17 Bid Proposal Submittal Form 18 Bid Proposal Submittal Pricing Sheet 19-21 Title VI Compliance 22 Exhibits A-D 23-26 Form of Contract Agreement 27-28

INVITATION TO BID

The City of Hendersonville is accepting sealed bids for the As-Needed Tree Planting and Maintenance Services.

The City is seeking a qualified contractor to furnish all labor, materials, equipment, transportation, and incidental services necessary to perform tree planting, tree care, shrub and perennial installation, and related landscape maintenance services at various locations within the City of Hendersonville.

Work will be performed on an as-needed, unit-price basis and may include, but is not limited to, planting and replacement of trees and shrubs, mulching, watering, pruning, fertilization, straightening and staking, tree removal, vegetation removal, pest control, and restoration of disturbed areas.

Specifications may be obtained by email request to Timothy Whitten with the Planning Department at twhitten@hvilletn.org or by paper copy from the Planning Department, Hendersonville City Hall, 101 Maple Drive North, Hendersonville, TN 37075.

Bids must be submitted by October 23, 2026, for the opening at 10:00 AM (CST), at which time they will be opened in Conference Room 3 at Hendersonville City Hall, 101 Maple Drive North, Hendersonville, Tennessee 37075.

The City reserves the right to waive informalities, reject any or all bids, and/or award the contract in accordance with the provisions of the solicitation and applicable law.

BID SUBMITTAL CHECKLIST

Project Name: As-Needed Tree Planting and Maintenance Services

Solicitation Number: 27-0013

Company Name:

The Bidder is responsible for ensuring that all required documents are submitted with its response. Failure to provide required documentation may result in the response being deemed nonresponsive.

Please check all items included with your submission.

☐ Completed and Signed Bid Submittal Checklist

☐ Contractor and applicable subcontractor license information included on the outside of sealed bid envelope in accordance with TCA § 62-6-119

☐ Completed Bid Proposal Submittal Form

☐ Completed and Signed Bid Proposal Pricing Sheet

☐ Acknowledgment of All Addenda Issued (if any)

☐ Proof of Insurance or Evidence of Insurability (meeting or exceeding bid requirements)

☐ Qualifications and Relevant Equipment Information

☐ Title VI Compliance Form (Voluntary – Not Required for Submission or Evaluation)

CERTIFICATION

The undersigned certifies that this checklist has been reviewed and that all required documents have been included in the submission. The Bidder understands that submission of this checklist does not relieve the Bidder of responsibility for complying with all requirements contained in the solicitation.

Authorized Representative:

Title:

Signature: Date:

BIDDING INSTRUCTIONS

Sealed bids will be received by the City of Hendersonville Finance Department for furnishing all materials, equipment, labor, and transportation necessary to perform as-needed tree planting and maintenance work on certain trees and shrubs within the City of Hendersonville city limits.

Copies of the specifications and contract documents may be examined and obtained at the Planning Department, located at Hendersonville City Hall, 101 Maple Drive North, Hendersonville, Tennessee 37075.

For further information, contact Timothy Whitten, Assistant Planning Director, twhitten@hvilletn.org.

BIDDING REQUIREMENTS

1) Bid proposals will be received by the City of Hendersonville Finance Department, located at Hendersonville City Hall, 101 Maple Drive North, Hendersonville, Tennessee 37075, no later than 10:00 AM on October 23, 2026

Bids must be submitted in the format shown below. Bids received after the stated deadline or improperly submitted shall be returned to the bidder unopened. Telegraphic bids will not be accepted.

2) The following information shall be clearly noted on the outside of the bid package:

1.) Project Name: As-Needed Tree Planting and Maintenance Services

2.) Bid Number: 27-0013

3.) Bidder’s Name:

4.) Business Address:

5.) Business Telephone:

6.) Bidder’s Email:

7.) Contractor’s License No. and Classification:

8.) License Expiration Date:

Contractor and applicable subcontractor license information shall be provided on the outside of the sealed bid envelope in accordance with TCA § 62-6-119.

3) Bidder shall be a business properly licensed by the State of Tennessee and shall maintain all licenses required to perform the work included in this solicitation.

4) Bidder shall be properly licensed as a Tennessee Contractor in accordance with Tennessee Code Annotated § 62-6-119 and shall maintain such license in good standing throughout the duration of the project.

5) Successful bidder shall obtain a valid City of Hendersonville business license, prior to beginning any work.

6) The successful Contractor shall provide evidence of required insurance prior to commencing work. All insurance costs shall be included in the Bidder's unit prices.

7) Bidders shall submit information regarding their qualifications and relevant equipment available to perform the work. Bidder shall demonstrate a minimum of three (3) years experience performing commercial and/or municipal tree planting and arboricultural work.

8) The successful Bidder agrees, if awarded the contract to:

a. Maintain the submitted bid prices for sixty (60) days following the bid opening;

and

b. Commence work within ten (10) days of the issuance of a Notice to Proceed.

9) Contract/Project Administration: The Planning Director or designated representative, shall serve as the City’s representative for administration of the technical requirements of the contract. All requests, correspondence and submittals pertaining to this contract shall be addressed, in writing, to the attention of:

Timothy Whitten, Assistant Planning Director

Planning Department

101 Maple Drive North

Hendersonville TN 37075

10) The City reserves the following rights:

Waive any informalities;

Reject any or all bids;

Award the contract to the bidder that best meets the needs of the City of Hendersonville in accordance with the solicitation and applicable law; and

11) The cost of required insurance is not a separate bid item and shall be included within the applicable unit prices.

12) All addenda issued prior to bid opening shall become part of the contract documents. It is the bidder’s responsibility to confirm receipt of all addenda.

13) A voluntary pre-bid conference will be held at the office of the Hendersonville Planning Department, 101 Maple Drive North, Hendersonville, TN 37075 at 10:00am, Tuesday, October 6, 2026. Questions concerning the bid proposal may be heard at this time.

GENERAL CONDITIONS

A. CONTRACTOR’S DUTIES

All work performed under this contract shall be performed in accordance with all provisions of the specifications. Any deviations from the specifications must be approved in writing by the owner or his representative, prior to performance. The contractor in writing shall, immediately upon discovery, bring to the attention of the owner any conflicts which May occur among the various provisions of the specifications. The owner shall resolve such conflicts as soon as possible. Failure of the contractor to bring conflicts or exceptions to the attention of the owner shall allow the owner to require any changes deemed necessary, before acceptance by the owner.

B. MATERIALS

All materials supplied by the Contractor under the provisions of these plans and specifications shall be new materials of the kind and character called for by the specifications. Defective equipment, materials damaged in the course of installation or additional testing shall be replaced, repaired or tested, in a manner satisfactory to the Owner, at the Contractor’s sole cost. All materials and equipment to be furnished under these specifications shall be the standard product of a manufacturer regularly engaged in the production of such material and shall be delivered to the site in the manufacturer’s unopened containers with labels affixed.

All plant material shall conform to American Standard for Nursery Stock, latest edition.

Plants shall be true to species and cultivar specified and nursery grown in accordance with good horticultural practices under climatic conditions similar to those in the locality of the project for at least 2 years. Ball and burlap material shall have been freshly dug (during the most recent favorable harvest season). Plants shall be so trained in development and appearance as to be unquestionably superior in form, compactness and symmetry. They shall be sound, healthy, vigorous, well branched and densely foliated when in leaf, and free of disease and insect adult eggs, pupae or larvae. They shall have healthy, well-developed root systems and shall be free from physical damage or other conditions that would prevent thriving growth.

Trees with multiple leaders, unless specified, will be rejected. Trees with a damaged, cut, or crooked leader, included bark, abrasion of bark, sunscald, disfiguring knots, insect damage, mold, prematurely opened buds, or cuts of limbs over 3/4 inch (2 cm) diameter that are not completely calloused are cause for rejection.

Balled and burlapped plants shall be dug with solid balls of standard size as specified by the American Standard for Nursery Stock, latest edition. Plants shall be well-rooted into the entirety of the ball. Any tree loose in the ball or with broken ball at time of planting will be rejected. The root collar shall be apparent at surface of ball and not buried within the ball. The balls shall be securely wrapped with non-synthetic, untreated, biodegradable burlap, and tightly bound with non-synthetic, biodegradable rope or twine.

Containerized plants shall be well established in the container with a root system sufficiently developed to retain its shape and hold together when removed from the container. Plants shall not be pot bound, nor have kinked, circling, or bent roots.

Container sizes shall be appropriate to the caliper size of the tree as specified by the American Standard for Nursery Stock, latest edition.

Caliper measurements shall be taken on the trunk 6 inches above the root collar for trees up to 4 inches in caliper, and 12 inches above the root collar for trees over 4 inches (10 cm) in caliper. Height and spread dimensions specified refer to the main body of the plant and not from branch tip to branch tip. Plants shall be measured when branches are in their normal position. If a range of size is given, no plant shall be less than the minimum size, and no less than 50 percent of the plants shall be as large as the maximum size specified.

Plants that meet measurements but do not possess a normal proportion between height and spread shall be rejected.

C. ALTERNATE MATERIALS

The materials specified have been determined to have characteristics appropriate for the purposes of this project. For the use of alternate materials of equal or greater quality, a written request for approval must be submitted to and approved by the Owner. Plants shall conform to the measurements specified, except that plants larger than those specified may be used if approved by the Owner. Use of larger plants shall not increase the contract price. If larger plants are approved, the root ball, root spread, or container shall be increased in proportion to the size of the plant. Species that are out-of-stock at the specified size and not readily obtainable may be substituted for similar species or a smaller size at the discretion of the owner. The Owner shall respond in writing, as soon as practical, regarding acceptability.

D. PLANT SPECIES NOT SPECIFIED

Other plant species and cultivars not listed on the bid submittal form may be provided at extra cost upon request of the owner.

E. CODES, PERMITS, LICENSES, AND INSPECTIONS

a. All work shall comply with the applicable rules of the State of Tennessee and local codes and ordinances, and the terms and conditions of any other authorities that may have lawful jurisdiction pertaining to the work specified. None of the terms or provisions of this specification shall be construed as waiving any of the rules, regulations, or requirements of these authorities. The Contractor shall procure all necessary permits or licenses to carry out his work, and shall pay the lawful fee therefore, as well as for any inspection fee or the cost of any certificate of approval.

b. In any instance where these specifications call for materials of a better quality or more appropriate type than required by the codes, the provisions of these specifications shall take precedence. The codes shall govern in the case of a direct conflict between the codes and the plans and/or specifications.

c. All employees working in the City right-of-way shall wear clothing identifying the company and all appropriate safety equipment for working in the public right-of-way.

F. CONTRACT DURATION

The initial contract term shall be two (2) years, with up to three (3) additional one-year renewal terms upon mutual agreement of the City and Contractor. Unit prices submitted by the Contractor shall remain firm for the initial term of the Contract.

Extension Clause: The extension option shall be exercised, at least, thirty (30) days prior to the expiration of the Contract. Such extension shall only be valid if effectuated in writing by the City.

The contractor may request an adjustment to the unit prices for the applicable renewal term. Any requested price adjustment shall be submitted in writing no less than sixty (60) calendar days prior to the expiration of the then-current Contract term.

The requested adjustment shall not exceed the percentage increase in the Consumer Price Index for All Urban Consumers (CPI-U), U.S. City Average, All Items, Not Seasonally Adjusted, as published by the U.S. Department of Labor, Bureau of Labor Statistics, during the applicable twelve-month period, and in no event shall any annual increase exceed five percent (5%).

The applicable percentage change shall be determined by comparing the most recently published CPI-U available sixty (60) days prior to expiration of the current Contract term with the CPI-U for the corresponding month of the preceding year.

The Contractor shall provide with its request the applicable CPI-U data and calculation supporting the requested adjustment.

A request for a price adjustment shall not obligate the City to renew the Contract.

Renewal of the Contract shall remain at the sole discretion of the City.

G. DISPUTES

For the purpose of this contract, all disputes arising from this contract, or its interpretation shall be in writing address to the Planning Director. The Planning Director’s decision shall be final.

H. UNIT PRICES

Unit prices shall include all labor, materials, equipment, transportation, overhead, profit, insurance, disposal, and incidental costs necessary to complete the applicable item.

Actual quantities may vary based upon the City's needs.

The City does not guarantee any minimum quantity of work.

No additional compensation shall be provided for costs that should reasonably have been included in the submitted unit prices.

I. ROCK

Removal of rock other than incidental, loose rock during excavation of tree pits shall be provided at extra cost. Prior to tree pit excavation, each proposed tree location shall be probed for the presence of rock to the bottom depth of the tree pit. If rock is encountered, the Owner shall be immediately notified. The Owner shall within 24 hours of notification indicate either a new location for the tree or, shall request a cost of rock removal be provided. Cost or removal shall include off-site disposal.

J. INSURANCE REQUIREMENTS

Contractors must possess the following insurance to be considered as a responsive bidder:

Worker’s Compensation: $1,000,000

Employer’s Liability:

Each accident: $1,000,000

Disease, policy limit $1,000,000

Disease, each employee $1,000,000

General Liability:

Each occurrence: $1,000,000

Aggregate: $2,000,000

Automobile Liability: $1,000,000

Professional Liability: (For professional services only, if applicable)

Each claim: $1,000,000

Aggregate: $2,000,000

K. PAYMENT TO THE CONTRACTOR

Contractor shall as soon as practical, after final acceptance by the City, submit an invoice for the amount of work done and the value thereof. The invoice shall contain the following information: Purchase order number, location of work, quantities of each item in place, cost of each unit of work, and total amount due, on the Contractor’s invoice form. Final quantities for each individual work assignment shall be checked, approved, and signed by the Planning Director or designated representative of the City. After such approval, the City shall pay, or cause to be paid the contractor, in the manner provided by law, the entire sum so found to be due hereunder.

L. SITE ACCESS AND DUTIES

a. For the performance of the contract, the contractor will be permitted to occupy such portions of the site as permitted by the Owner or his representative. No storage of materials shall be permitted within the street right-of-way or on private property, except as may be arranged with the City of Hendersonville.

b. Excavated and waste materials shall be removed from the site and disposed of at locations satisfactory to the owner.

c. Contractor shall be required to protect all work until it is accepted by the owner.

d. Contractor shall be required to provide all traffic control, barricades and/or flagmen necessary to safely accomplish the work. Traffic control shall follow all MUTCD, OSHA and State of Tennessee requirements.

e. Upon completion of the work and before acceptance and final payment is made, the contractor shall clean and remove work surplus and discarded materials, barricades, temporary structures, and debris from the site.

M. GENERAL

The Contractor shall furnish all labor, materials, equipment, transportation, supervision, and incidental services necessary to perform the work described herein.

Time for Completion:

Contractor agrees to start job assignments within ten business days after a Notice to Proceed and complete work within six weeks of commencement of work. Additional completion time may be afforded if digging of trees at the site of the source nursery is hampered by adverse weather conditions. Proof of such delay shall be provided directly to the Owner from the nursery.

The Contractor shall plan work to accommodate seasonal planting requirements and weather conditions.

Weather delays affecting nursery digging or planting shall be documented and submitted to the City for consideration.

Upon completion of a job assignment, Contractor shall immediately notify the Owner of completion and provide an itemized invoice of services performed.

The City reserves the right to reject all or portions of any project which contains defective materials and/or workmanship. Final inspection of the materials and workmanship shall be made as promptly as practicable, but failure to inspect and accept or reject materials or workmanship shall not impose liability on the City for such materials or workmanship which are not in accordance with specifications. Prior approval must be obtained in the event necessity requires the use of materials or supplies not conforming to the specifications. Payment may be made at a proper adjustment in price.

Protection of Persons and Property:

The Contractor shall take all necessary precautions to protect persons, buildings, streets, sidewalks, utilities, landscaping, vehicles, and other property.

The Contractor shall be responsible for damage caused by its operations and shall repair or replace damaged property at its expense.

The Contractor shall defend the City against any and all claims which may arise from the performance of this contract.

SPECIFICATIONS

GENERAL

The Contractor shall furnish all plants, soil, amendments, chemicals, mulch, staking/guying materials, watering equipment, labor, equipment, transportation, and other materials necessary to complete the work.

Plant installation shall conform to the applicable landscape plan, specifications, and Exhibits A through D.

LANDSCAPING

1.01 Tree Installation

At such times that the Owner determines the need to plant certain trees within the City, the Owner shall provide to the Contractor a landscape plan indicating species, sizes, quantities, and locations of such trees.

Selection

Trees shall be selected according to the Tree Selection Specifications shown in Exhibit A, as well as the criteria outlined in the plans.

Plants shall be subject to inspection for conformity to specification requirements and approval by the Owner at their place of growth prior to award of bid. Inspection outside the state of Tennessee shall be made through photographs submitted by the Contractor.

Plants shall be inspected upon delivery, and the Owner reserves the right to reject any plants that do not meet the standards or that have been damaged during shipment. Such approval shall not impair the right of inspection and rejection during progress of the work.

The Owner shall be the sole judge of acceptability of stock at any time during the course of this contract.

Digging and Handling

Plants to be balled and burlapped shall be dug with firm balls of earth of diameter not less than that recommended in the current edition of American Standard for Nursery Stock, and of sufficient depth to include fibrous and feeding roots. The root collar shall be within the top 2” of the soil ball. Balled and burlapped plants with manufactured balls or balls that are dry, cracked, or broken before or during planting operation will not be accepted.

Delivery to the Site Plant material shall not be held at the site more than 24 hours prior to planting.

Planting

Trees shall be installed according to the Tree Planting Specifications shown in Exhibit B, the Tree Planting Detail shown in Exhibit C, as well as the criteria outlined in the plans.

All new tree planting shall be conducted from October 15 through May 15th. Contractor shall furnish all materials, supplies, and equipment and supply all labor necessary to install all landscaping and associated materials as specified in the specifications and plans. This shall include plants, necessary soil, soil amendments, chemicals, staking and guying materials, mulch, and any other required items in the drawings or specifications or implied by these documents.

Defective materials, or materials damaged in the course of installation or tests, shall be replaced or repaired at the Contractor’s sole cost, in a manner satisfactory to the Owner.

The Contractor shall mark all planting areas for inspection by the Owner. The Contractor shall notify Tennessee One Call to verify location of underground utilities before excavation begins (this requirement may be waved in instances where a tree is being replaced in its original location). The Contractor shall be responsible for all damage resulting from neglect or failure to comply with this requirement.

Tree pit excavation may be done by a shovel, backhoe or stump grinder. A soil auger may be used, but only if the sides of the planting hole are completely roughened so that no glazed soil areas remain. Tree pits shall be excavated to a minimum of two times the root ball diameter, except in particularly heavy or compacted soils where pits shall be excavated to three times the root ball diameter. Soil backfill shall not be added to the top of the rootball when planted.

Excavated planting holes that will be left open when work is not in progress or pose an immediate hazard to pedestrians or vehicles shall be adequately barricaded with appropriate warning devices.

The Contractor shall notify the Owner, in writing, of soil conditions or other obstructions the Contractor considers detrimental to tree growth. Such conditions shall be described, as well as suggestions for correcting them. Proper water drainage must be assured.

Where soil conditions or below ground obstructions which cannot be remedied are encountered, the Owner shall designate alternate planting locations. The Owner shall bear any costs associated with such relocation.

Plants shall be set with the top of the root collar at or slightly above finish grade. Plants must be centered in the hole and set plumb.

Mulching

Each tree shall be mulched with a 6 foot diameter ring of 3-inch depth layer of clean, un-colored, shredded hardwood or pine needle mulch. Mulch shall be free of material injurious to plant growth. Mulch shall not make contact with tree trunk.

Irrigation bags

Each new tree shall be provided a 15 gallon Treegator Slow Release Watering Bag (or equal), which shall be completely filled immediately after the tree is planted. This requirement will be waived by the Owner where automatic irrigation exists or will be installed.

Fertilization & Amendments

Each tree shall be fertilized with Agriform 21-gram tablets or equal, at the rate of one tablet for each ½ inch of trunk caliper. Tablets shall be distributed evenly around the rootball, within 6 – 8 inches of the ground plane (do not place in bottom of planting hole) and about 1 inch from the root tips.

Insecticide

Each newly planted tree shall be treated with Mallet 2F T&O at the manufacturers’ recommended rate via the supplied gator bag or soil drench method.

1.02 Tree Care (for existing trees)

At such times that the Owner determines the need to maintain certain trees within the City, the Owner shall provide to the Contractor a landscape plan indicating species, quantities, and locations of such trees, as well as the extent of the maintenance to be performed.

Fertilization

Trees will be fertilized with Agriform 21-gram tablets or equal, at the rate of one tablet per ½ inch of tree trunk diameter (measured at the trunk base). Punch holes 6 – 8 inches deep in the soil evenly around the drip line of the canopy, drop in tablets and close holes.

Pruning

All pruning activity covered under this specification will be under a height of 18 feet.

Additional pruning above this height will be performed at an additional cost. All pruning cuts shall be made in accordance with generally accepted arboreal practices. All debris will be removed from the site. Pruning shall be limited to raising the canopy (or “limbing up”), removal of dead wood, and removal of suckers from the base and lower tree trunk.

Watering

Watering of trees shall be conducted by first pre-soaking the ground (minimum of 3 gallons) and then filling a Treegator bag (to be supplied by the Owner) to its top. If no Treegator bag has been supplied, each tree shall each receive 12 gallons of water applied to the rootball over a 5 minute period, per application. The contractor shall inform the

Owner of completion within 12 hours of watering the trees.

Straightening

Trees shall be straightened to plumb and staked/re-staked if called for by the Owner.

Staking

If specified on the plans, staking shall be conducted in accordance with Exhibit D Tree Staking Detail. Staking system shall be Arbor-Tie or approved equal.

Tree Removal

For trees 6” caliper and under, attempts shall be made to remove the entire tree along with its immediate root system by pulling the tree out of alignment. If the root ball does not readily yield to pressure, the trunk shall be cut flush with the ground. All parts of the tree removed shall be properly disposed of by the Contractor at his cost. Removal of trees over 6” caliper shall be performed at additional cost.

Vegetation Removal

This work shall be performed where there are substantial stands of existing volunteer plant growth or under-growth. Areas designated for vegetation removal shall be cleared of all plant growth to within 3” of grade. All woody growth up to 6” caliper shall be removed to within 1” of grade. Any trees larger than 6” caliper are not part of this removal specification and shall be billed separately.

Pest Control

Bagworm control on trees and shrubs up to 15 feet in height: In late May to early June, apply a foliar insecticide labeled for bagworm control on ornamental trees and shrubs while larvae are small and actively feeding. Thoroughly treat foliage, including interior and upper portions of the plant, in accordance with label requirements. Repeat treatment where permitted by the product label and necessary to obtain control.

All pesticide applications shall be made by appropriately licensed/certified applicators and strictly in accordance with current product labeling and applicable state and federal requirements.

QUALITY ASSURANCE:

A. All procedures shall be performed in accordance with the manufacturer’s product specifications and requirements.

B. Materials shall meet all requirements of these Specifications and shall be the manufacturer’s current product, and shall be delivered to the project in the Manufacturer’s unopened containers.

C. Contractor shall be responsible for ensuring compatibility of all products:

D. Prior to submitting a bid, an initial walk through inspection will be performed.

During the initial inspection, the Contractor will review horticultural services, identify individual needs and establish communication guidelines.

E. The successful Bidder will provide a single point of contact to be assigned to coordinate service delivery, perform proactive quality control inspection, and assure direct communication with the on-site manager. A working phone number and e-mail address shall be provided to the City.

F. A work order will be completed during every maintenance visit. The work order will identify services performed during that visit.

ACCEPTANCE

The Owner shall perform an inspection with the Contractor of all plant material after the original planting and/or maintenance work to note and correct any discrepancies.

Acceptance of plant material and work by the Owner shall be for conformity to specified size, character, and quality and shall not relieve the Contractor of responsibility for full conformity to the contract documents.

GUARANTEE

For new trees and shrubs planted by the Contractor, the Contractor shall guarantee them to completely leaf out from the top of canopy to the bottom during the spring season (meteorological) immediately following initial planting and hold that foliage in flourishing condition for 60 days. The guarantee does not include vandalism, storm damage, animal damage or mechanical damage unrelated to Contractor activities.

Example 1: Trees are planted on October 15th. Contractor shall guarantee the trees to completely leaf out the following spring and hold that foliage for 60 days.

Example 2. Trees are planted on May 15th. Contractor shall guarantee the trees to completely leaf out no later than June 1st of that same year, and hold foliage for 60 days.

SUBMITTALS:

The Contractor shall submit cut sheets as necessary to adequately describe any part of the material that may detail beyond the plans and specifications provided.

BID PROPOSAL SUBMITTAL FORM

PROJECT NAME: As-Needed Tree Planting and Maintenance Services

FULL LEGAL COMPANY NAME:

COMPANY ADDRESS:

TELEPHONE NUMBER: ( ) -

BIDDER’S NAME:

BIDDER’S EMAIL:

CONTRACTOR’S LICENSE

NUMBER:

CLASSIFICATION:

LICENSE EXPIRATION DATE:

Bidder agrees: To perform all work described in these Bid Documents. To furnish all necessary materials, labor, tools, and equipment, as specified, to complete the work in accordance with the Standards as set forth by Hendersonville Planning Department; for the sum listed on the bid form.

BID PROPOSAL SUBMITTAL PRICING SHEET

Mobilization shall be a one-time cost per Project (there may be multiple projects during the life of the contract), representing the cost to the contractor to mobilize crews, equipment and material, regardless of quantities ordered.

The cost of each tree shall include all items listed in section 1.01 Tree Installation above.

Item # Description Unit Quantity Unit Cost

Total Cost

1.01 Tree Installation items:

1. Acer buergianum ‘Aeryn’ 2.5 - 3” cal. 1 $ $

2. Acer rubrum ‘Armstrong’ 2.5 – 3” 1 $ $

3. Acer rubrum ‘Red Sunset’ 2.5 – 3” cal. 1 $ $

4. Acer truncatum ‘Pacific Sunset’ 2.5 – 3” cal. 1 $ $

5. Amelanchier arborea 2 – 2.5” cal. 1 $ $

6.

Betula nigra

3 trunks, 1” cal. per trunk 1

7. Carpinus betulus ‘Fastigiata’ (std) 2.5 – 3” cal. 1 $ $

8. Carpinus betulus ‘Frans Fontaine’ (std) 2.5” – 3” cal. 1 $ $

9. Carya aquatica 1.5 – 2” cal. 1 $ $

10.

Cercis canadensis ‘Forest Pansy’

Tree form, 2.5

- 3” cal. 1

11. Cercis canadensis ‘Rising Sun’ 2.5-3” cal 1 $ $

12. Chionanthus retusus 1.5” – 2.0” cal. 1 $ $

13. Chionanthus virginicus 1.5 – 2.0” cal 1 $ $

14. Cornus x kousa 2.5 – 3” cal. 1 $ $

15. Ginkgo biloba ‘Princeton Sentry’ 2 – 2.5” cal. 1 $ $

16. Gymnocladus dioicus 2 – 2.5” cal 1 $ $

17. Ilex x “Nellie R. Stevens’ 7-8’ ht. 1 $ $

18. Ilex x ‘Oakleaf’ 8-10’ ht 1 $ $

19. Juniperus virginiana ‘Idylwild’ 6’ – 7’ ht 1 $ $

20. Juniperus chinensis ‘Spartan’ 6’ – 7’ ht 1 $ $

21. Juniperus x ‘Hetzi’ 6’ – 7’ ht 1 $ $

22. Juniperus virginiana ‘Brodie’ 6’ – 7’ ht 1 $ $

23.

Lagerstroemia indica ‘Natchez’

3 - 5 trunks,1” cal. per trunk 1

24. Liriodendron tulipifera ‘Arnold’ 2 – 3” cal. 1 $ $

25. Liriodendron tulipifera ‘Emerald City’ 2.5 – 3” cal. 1 $ $

26. Magnolia grandiflora ‘Little Gem’ 6 - 8’ ht. 1 $ $

27.

Magnolia grandiflora ‘Brackens Brown

Beauty’ 6 – 8’ ht. 1 $ $

28. Magnolia x loebneri 6 – 8’ ht. 1 $ $

29. Magnolia x ‘Blazing Beauty’ 2 – 2.5” cal 1 $ $

30. Malus ‘Royal Raindrops’ 2 -2.5” cal 1 $ $

Cost

Total Cost

31. Nyssa sylvatica 2 – 2.5” cal. 1 $ $

32. Parrotia persica 2 -2.5” cal. 1 $ $

33. Pistacia chinensis 2 – 2.5” cal. 1 $ $

34. Prunus caroliniana 6’ ht 1 $ $

35. Prunus x yedoensis ‘Akebono’ 2.5 – 3” cal. 1 $ $

36. Prunus x ‘Okame’ 2- -2.5” cal. 1 $ $

37. Prunus x yedoensis 2.5 - 3” cal 1 $ $

38. Prunus subhirtella ‘Autumnalis’ 2 – 2.5” cal. 1 $ $

39. Quercus alba 2 – 2.5” 1 $ $

40. Quercus lyrata 2 – 2.5” cal. 1 $ $

41. Quercus lyrata ‘Miliken’ 2 – 2.5” cal 1 $ $

42. Quercus nuttalli 2 – 2.5” cal. 1 $ $

43. Quercus phellos 2.5 – 3” 1 $ $

44. Quercus robur x bicolor 2.5 – 3” cal. 1 $ $

45. Quercus shumardii 2.5 – 3” cal 1 $ $

46. Taxodium ascendens 2.5 – 3” 1 $ $

47. Taxodium distichum 2.5 – 3” cal. 1 $ $

48. Thuja occidentalis ‘Emerald’ 6 – 8’ ht 1 $ $

49. Thuja ‘Green Giant’ 6 - 8’ ht 1 $ $

50. Ulmus americana ‘Princeton’ 2 – 2.5” cal. 1 $ $

51. Ulmus parvifolia ‘Allee’ 2.5 – 3” cal. 1 $ $

52. Ulmus parvifolia ‘Bosque’ 2.5 – 3” cal. 1 $ $

53. Zelkova seratta ‘Green Vase’ 2.5 – 3” cal. 1 $ $

54. Zelkova seratta ‘Green Vase’ 4 - 4.5” cal. 1 $ $

55.

Zelkova seratta ‘Musashino’

2.5 – 3’ Cal. 1

Shrubs/grasses/perennials: (no mulch or soil amendments are to be included in costs)

56.

Berberis thunbergii ‘Crimson Pygmy’

12 – 18” ht; 3 gal. 1

57. Berberis thunbergii ‘Mini’ 5 gal. 1 $ $

58. Hydrangea arborescens ‘Annabelle’ 24-30” ht; 3gal 1 $ $

59. Hydrangea paniculata ‘Tiny Quick Fire’ 5 gal. 1 $ $

60. Hydrangea quercifolia ‘Pee Wee’ 18-24” ht; 3 gal. 1 $ $

61. Hypericum calycinum 6 – 12” ht. 1 gal. 1 $ $

62. Ilex crenata ‘Carissa’ 15-18” ht. 3 gal. 1 $ $

63. Ilex crenata ‘Soft Touch’ 15-18” ht; 3 gal. 1 $ $

64. Ilex verticillata ‘Red Sprite’ 15-18” ht; 3 gal. 1 $ $

65. Juniperus chinensis ‘Sea Green’ 24 – 30” ht. 1 $ $

66. Juniperus davurica 5 gal. 1 $ $

67. Nepeta x ‘Cat’s Meow’ 1 gal. 1 $ $

68. Panicum virgatum ‘Northwind’ 24 – 30” ht. 1 $ $

Cost

Total Cost

69. Coreopsis verticillata ‘Zagreb’ 1 gal. 1 $ $

70. Pennisetum alopecuroides ‘Little Bunny’ 6 – 12” ht; 1 gal. 1 $ $

71. Prunus laurocerasus ‘Otto Luyken’ 18-24” ht; 3 gal 1 $ $

72. Rosa ‘Knock Out’ 18-24” ht; 3 gal. 1 $ $

73. Spirea japonica ‘Anthony Waterer’ 18 – 24” ht. 1 $ $

74. Taxus cuspidate ‘Densa’ 18-24” ht; 3 gal. 1 $ $

75.

Ilex glabra ‘Nigra’

18-24” ht; 3 gal. 1

76. Thuja occidentalis ‘Emerald’ 6-7’ ht 1 $ $

1.02 Tree Care items:

77. Mulching Per tree 1 $ $

78. Watering Per tree 1 $ $

79. Pruning Per tree 1 $ $

80. Fertilization Per tree 1 $ $

81. Seed & Straw of Disturbed Area Per SF 1 $ $

82. Straightening & Staking Per tree 1 $ $

83. Tree Removal Per tree 1 $ $

84. Vegetation Removal Per SF 1 $ $

85. Pest Control: Bagworm Control: trees and shrubs up to 15 ft in height

Per Tree/Shrub 1

Mobilization

86. Mobilization (for items 1 – 76) Per project 1 $ $

87. Mobilization (for items 77 - 85) Per project 1 $ $

TOTAL BID = $

Total Bid (Amount Written in Words):

Dollars and Cents

Description: Unit Bids are complete and should include all items as listed in the specifications including but not limited to weeding, mulching, pest management, etc. No additional payments will be made.

Print Bidders Name:

Bidders Signature:

Title:

Date:

TITLE VI COMPLIANCE

It is the policy of the City of Hendersonville to ensure compliance with Title VI of the Civil Rights Act of 1964; 49 CFR, Part 21; and related statutes and regulations to ensure that no person shall be excluded from participation in, denied the benefits of, or subjected to discrimination under any program or activity receiving federal financial assistance or any other funding source on the grounds of race, color, or national origin.

By submitting a response to this solicitation, bidders agree to comply with this non-discrimination policy.

For Title VI compliance, we ask for voluntary disclosure of the following information:

Gender:

☐ Male ☐ Female

Race:

☐ Black/African American ☐ American Indian and Alaskan Native Asian ☐ Caucasian ☐ Hispanic ☐ Native Hawaiian/ Other Pacific Islander ☐ Other (please specify): ___________________

This information, if provided, must be given to the Title VI Coordinator, or designee, who shall maintain records of those ethnic and gender groups who are awarded bids on projects.

EXHIBIT A

TREE SELECTION SPECIFICATIONS:

1. Plants shall be so trained in development and appearance as to be unquestionably superior in form, compactness and symmetry. They shall be sound, healthy, vigorous, well branched and densely foliated when in leaf, and free of disease and insect adult eggs, pupae or larvae. They shall have healthy, well-developed root systems and shall be free from physical damage or other conditions that would prevent thriving growth.

2. There shall be no circling or girdling roots. Circling roots should be cut in at least one place.

3. Trees should be rooted into the root ball so that soil or media remains intact and trunk and root ball move as one when lifted, but not root bound. The trunk should bend when gently pushed and should not be loose so it pivots at or below soil line.

4. The point where the top-most root in the root ball emerges from the trunk shall be within two inches of the soil surface. It can be exposed and visible at the soil surface. If it is not within the top two inches of soil, gently remove the top layer of soil from the rootball until the first major root flare is visible.

5. The relationship between caliper, height and root ball size shall meet the ANSI Z60.1 standard, latest edition.

6. There should be one dominant leader to the top of the tree with the largest branches spaced at least 6 inches apart. There can be two leaders in the top 10% of the tree if it is otherwise of good quality.

7. The tree canopy should be symmetrical and free of large voids. Clear trunk should be no more than 40% of tree height unless otherwise specified in the planting specifications.

8. Open trunk and branch wounds shall be less than 10% of the circumference at the wound and no more than 2 inches tall. Properly made pruning cuts are not considered open trunk wounds. There should be no conks or bleeding, and there should be no signs of insects or disease on more than 5% of the tree.

9. If any of the above conditions are not met, trees may be rejected.

EXHIBIT B

TREE PLANTING SPECIFICATIONS:

1. The depth of the hole dug should be about 10% less than the distance from the top-most root (measured where it joins the trunk) to the bottom of the rootball. The width of the hole shall be at least 2 times the width of the rootball.

2. Cut away burlap and wiring so that at least 1/3 of the rootball is exposed. Synthetic burlap shall be removed entirely. All twine and rope shall be removed from the base of the tree and from any branches.

3. After planting, the topmost root shall be no more than 2 inches below the soil surface.

Additional soil should be removed. The surrounding grade should be even with or slightly lower than the top root. Please note: some trees will arrive from the nursery with too much soil covering the first major root flare. This soil should be removed. The resulting soil line should be even with or above the surrounding grade.

4. 3 inches of mulch shall be applied in a 6’ diameter ring around the trunk of the tree. Do not add any soil to the top of the rootball. Do not add more than 1 inch of mulch to the top of the root ball.

5. In poorly drained soil, position the top of the rootball 10% or more above the surrounding grade. No more than 20% of the rootball should be above the surrounding grade.

EXHIBIT C

EXHIBIT D

FORM OF CONTRACT AGREEMENT

AS-NEEDED TREE PLANTING AND MAINTENANCE SERVICES

This CONTRACT, made and entered into this _____day of ________ 2026, by and between the City of Hendersonville, a Municipal Corporation of Sumner County, Tennessee, (hereinafter called the

“City”), and __________________________ (hereinafter called the “Contractor”).

WITNESSETH:

NOW, THEREFORE, in consideration of the following mutual agreements and covenants, it is understood and agreed by and between the parties hereto as follows:

1. The Contractor is hereby granted a contract to provide equipment, labor, materials, and all other items, as specified by the Planning Director or his appointed representative, necessary to provide the As-Needed Tree Planting and Maintenance Services in the manner prescribed, in the

Contract Documents.

2. The Contract Documents shall include the City of Hendersonville As-Needed Tree

Planting and Maintenance Services, Bid No. 27-0013, including all solicitation documents, specifications, bid forms, general conditions, supplemental specifications, addenda, and this

Contract, and this Contract does hereby expressly incorporate same herein as fully as if set forth verbatim in this Contract.

The Contract Documents shall include any addenda or changes to the foregoing documents agreed to by the parties hereto.

3. All provisions of the Contract Documents shall be strictly complied with and conformed to by the Contractor, and no amendment to this Contract shall be made except upon the written consent of the parties, which consent shall not be unreasonably withheld. No amendment shall be construed to release either party from any obligation of the Contract Documents except as specifically provided for in such amendment.

4. This Contract is entered into subject to the following conditions:

a. The Contractor shall procure and keep in full force and effect throughout the term of this Contract all of the insurance policies specified in, and required by, the Contract Documents.

The contractor also agrees to comply with all Local, State, and federal employment requirements.

b. Neither the Contractor nor the City shall be liable for the failure to perform their duties if such failure is caused by a catastrophe, riot, war, governmental order or regulation, fire, accident, act of God, or other similar or different contingency beyond the reasonable control of the parties hereto.

c. In the event that any provision or portion thereof of any Contract Document shall be found to be invalid or unenforceable, then such provision or portion thereof shall be reformed in accordance with the applicable laws. The invalidity or unenforceability of any provision or portion of any Contract Document shall not affect the validity or enforceability of any other provision or portion of the Contract Documents.

d. “It is the policy of the City of Hendersonville not to discriminate on the basis of race, color, national origin, age, sex, or disability in its hiring and employment practices, or in admission to access to, or operation of its programs, services, and activities. With regard to all aspects of this contract, Contractor certifies and warrants it will comply with this policy.”

IN WITNESS WHEREOF, the parties have executed and entered into this Agreement as of the date first set forth above.

CITY OF HENDERSONVILLE COMPANY LEGAL ENTITY NAME

By:

Name: Jamie Clary Name:

Title: Mayor of the City of Hendersonville Title:

APPROVED AS TO FORM: Name:

By: Title:

Name: Lance A. Wray

Title: City Attorney